CREATE CUSTOMER QUOTATION Window

General Description

The window Create Customer Quotation is the module where formal commercial offers for customers are prepared. This window fulfills three functions depending on the document status: create new quotations from scratch, edit existing quotations that have not been finalized, or view already closed quotations in read-only mode.

This window has the same form, structure and procedure as the Sales Invoice window, following the same design pattern as all document creation windows in Kardex Tauro. However, it presents important differences related to stock on hand validation and financial information, since a quotation is a commercial proposal document and not a formal transaction.

What Is a Customer Quotation?

A Customer Quotation is a commercial document through which the company formally presents a customer with an offer of products, prices, quantities, and commercial conditions. Unlike a Sales Invoice, the quotation it does not generate a sales commitment, does not affect the inventory or generate accounts receivable. It is a proposal document that may or may not result in a sale.

Key features:

  • It does NOT deduct stock on hand from inventory (it does not affect stock).
  • It does NOT generate movements in the Kardex.
  • It does NOT generate accounts receivable or payable.
  • It does NOT validate available stock on hand (products that are not yet in the warehouse can be quoted).
  • It can be in an open state (in design, editable) or closed (finalized).
  • It can only be printed when it is closed/finalized.
  • It can be converted directly into a Sales Invoice when the customer accepts the offer.
  • It serves as a tool for commercial follow-up and negotiation.

Window Structure

The window is organized into several clearly differentiated zones:

Upper Zone - Third Party Selectors

At the top there is a double selector that identifies the two actors involved in the quotation:

Customer Selector:

Allows selecting the customer to whom the quotation will be sent. The selector works in three complementary ways:

  • Text field: The customer's code can be typed directly.
  • Search button: Clicking the button with the magnifying glass icon opens a dialog box where the customer can be searched for and selected from a complete list.
  • Name label: It automatically shows the name of the selected third party.

Quoting Employee Selector:

Allows identifying which employee of the company is preparing the quotation. It works the same way as the customer selector, with a text field, magnifying glass button and name label.

Real-time validation:

If a nonexistent third party code is typed in either of the two selectors, the field turns red background color, immediately indicating that this code does not exist in the database. This validation also runs before saving the document, guaranteeing that both third parties really exist.

Mandatory requirement:

Both third parties are required to perform the quotation: the customer and the employee who quotes. Without both, the system will not allow the document to be saved.

Upper Zone - Document Information

Document number:

  • When a new quotation is being created, the word appears in this field "NEW", indicating that the document has not yet been saved and therefore has no assigned number.
  • After saving the document, the system automatically assigns a unique consecutive number.

Date selector:

Allows setting the quotation date. By default it takes the current date, but it can be modified if necessary.

Save Document Button:

At the top right there is a large, prominent button that says "Save document". This button starts the process of saving and finalizing the document.

Central Product Grid

Central Zone - Quoted Products List

In the center of the window there is a grid where the products to be quoted are shown. The grid columns are:

  • Code: Unique identifier of the product.
  • Name: Product description.
  • Quantity: Number of units being quoted.
  • Amount: Unit price of the product.
  • Total IVA: IVA amount in money.
  • Total: Total value of the product including IVA.
  • Subtotal: Value of the product before IVA.

By default, this grid appears empty when a new quotation is created. Products are added using the controls located at the bottom.

Add Products to the Quotation

Bottom Left Zone - Product Selector

To add products to the quotation, the controls located at the bottom left are used:

Product selector:

  • Text field: The product code can be typed directly.
  • Magnifier button: Clicking the button with the magnifying glass icon opens a dialog box where the product can be searched for and selected from a complete drop-down list.

Units field:

Numeric field where the number of units to be quoted of the selected product is typed.

Add button:

A button with the "+" symbol that transfers the selected product with the specified quantity to the central product grid.

Adding process:

  1. Select the product in the selector (by code or with the magnifying glass).
  2. Enter the number of units to be quoted.
  3. Click the "+" button.
  4. The product is automatically added to the central grid.
  5. As many products as necessary can be added.

IMPORTANT - No stock on hand validation:

Unlike the Sales Invoice, in the quotation Available stock on hand is NOT validated. This means that:

  • Quantities greater than the current stock on hand in the warehouse can be quoted.
  • Products that are not yet in inventory but that are planned to be purchased or produced can be quoted.
  • The system does NOT turn the control red if more than what is available is quoted.
  • This is correct, since a quotation is a commercial proposal that may involve products that will be acquired or manufactured specifically to fulfill the offer.

Existing product validation:

Even though stock on hand is not validated, the product MUST be created in the inventory. If the code of a nonexistent product is entered in the selector, the control turns red, indicating that this product does not exist in the system. This validation prevents typing errors and ensures that only products registered in the catalog are quoted.

Editing Products in the Grid

Once the products have been added to the central grid, it is possible to modify their information before finalizing the document:

Quantity editing:

To modify the quantity of a product already added:

  1. Select the product by clicking on it in the grid.
  2. Double-click the "Quantity" column.
  3. A small window is displayed where the new number can be written.
  4. Totals are recalculated automatically.

Amount and IVA editing:

The unit value and the IVA percentage of each product can be modified by double-clicking the corresponding columns. When any of these values is changed, the system automatically recalculates the subtotals, IVA and totals of the product and of the entire document.

Financial Information of the Quotation

Lower Right Zone - Financial Summary

To the right of the product selector, the consolidated financial information of the quotation is shown. IMPORTANT: This information is simpler than in the Sales Invoice, since only three values are shown:

  • Subtotal: Total value of the products before discounts.
  • Discount: Total discounts applied (if any).
  • Quotation Total: Final value of the quotation including discounts.

Differences with the Sales Invoice:

In the quotation, the following are NOT displayed:

  • Taxable base (not relevant for a commercial proposal).
  • Detailed IVA amount (IVA is included in the total if applicable).
  • Payment information, cash, credit or change (there is no financial transaction).

These totals are automatically recalculated every time the quantities, values or discounts of the products in the grid are modified.

Saving and Finalizing the Document

The saving process is simpler than in the Sales Invoice: when clicking the button "Save document", the system shows a confirmation pop-up window that allows deciding the status of the document.

"Finalize Customer Quotation" Window

This pop-up window presents the following options:

Information displayed:

  • The Total of the Quotation for informational purposes.
  • NO payment information is displayed (cash, credit, change) because a quotation does not generate financial transactions.

Main question:

"Do you want to finish now or do you prefer to leave the document open to finish it later?"

Available options:

Finalize now:

  • The document is completely finished and closed.
  • It can no longer be edited.
  • The quotation can be printed.
  • Merchandise is NOT deducted from inventory (it is only a proposal).
  • No entries are generated in the Kardex.
  • No accounts receivable are generated.
  • The document is ready for sending to the customer.

Finalize later:

  • The document remains in draft or "open" status.
  • It can continue to be edited at any future time.
  • Products can be added, modified or deleted later.
  • It cannot be printed.
  • Useful when the quotation is incomplete or additional information is being awaited.

Implications of the choice:

The decision between finishing now or later is fundamental because it determines whether the document can be printed:

  • If it is finished later, the document remains editable but not printable. This is useful for quotations in the process of being prepared where products still need to be added or prices confirmed.
  • If it is finished now, the document is locked for editing but enabled for printing and sending. This is the correct option when the quotation is complete and ready to be formally presented to the customer.

Recommendation:

You should only choose "Finish now" when you are completely sure that the quotation contains all the necessary products with the correct quantities and the agreed prices. Once finalized, any correction will require creating a new quotation.

System Validations

The window implements several validations to guarantee data integrity:

Real-time third party validation:

  • If a nonexistent customer or employee code is typed, the field immediately turns red.
  • This validation also runs before saving the document.

Product validation:

  • Only products that exist in inventory can be added.
  • If a nonexistent product code is typed, the control turns red.
  • The product selector with the magnifying glass only shows valid products.

WITHOUT stock on hand validation:

  • The available quantities in inventory are NOT validated.
  • Quantities greater than the current stock on hand can be quoted.
  • Products with zero stock can be quoted.
  • This is intentional, since quotations may involve products that will be acquired or produced specifically to fulfill the offer.

Quantity validation:

  • Quantities must be positive numbers.
  • The system does not allow negative or zero quantities.

Amount validation:

  • Unit values must be valid numbers.
  • IVA percentages must be within valid ranges.

Validation on finalizing:

  • The system verifies that there is at least one product in the quotation before allowing finalization.
  • All totals are recalculated to guarantee consistency.
  • It is validated that the two mandatory third parties (customer and employee) have been captured.

Typical Workflow

The complete process of creating a customer quotation follows these steps:

Step 1: Identify the actors

  • Open the "Create Customer Quotation" window.
  • Select the customer using the text field or the magnifying glass button.
  • Verify that the customer's name appears correctly (field without a red background).
  • Select the employee who prepares the quotation.
  • Verify that both third parties are correctly identified.

Step 2: Add products

  • For each product to be quoted:
    • Select the product in the bottom selector (by code or with the magnifying glass).
    • Verify that the code is valid (no red background).
    • Enter the number of units to be quoted.
    • There is NO stock on hand validation, any quantity can be quoted.
    • Click the "+" button to add it to the central grid.
  • Repeat for all the required products.

Step 3: Adjust information

  • Review the central product grid.
  • If necessary, double-click quantities, values or IVA to edit.
  • Verify that the totals (Subtotal, Discount, Quotation Total) are correct.

Step 4: Save the document

  • Click the "Save document" button at the top right.
  • The window "Finish Customer Quotation" opens.

Step 5: Decide the document status

  • If the quotation is incomplete: Choose "Finish later" to continue editing later.
  • If the quotation is complete and you want to send it: Choose "Finish now" to close the document and enable printing.

Step 6: Confirm effects

  • If "Finalize now" was chosen:
    • The document is closed and cannot be edited.
    • Inventory is NOT affected (it is only a proposal).
    • No accounts receivable are generated.
    • The quotation can be printed to send to the customer.

Relationship with Other Windows

Customer Quotations List Window:

Shows all created quotations, allowing you to search, filter, view, print, delete, and convert quotations. It is the management center of the quotation process.

Sales Invoice Window:

When a quotation is converted into a Sales Invoice, this window opens with all the quotation information preloaded. At this moment stock on hand IS validated and the inventory is deducted.

Sales Invoices List Window:

Shows the sales invoices generated from converted quotations.

Inventory Window:

Provides the list of products available for quotation. Products must exist in inventory to be added to the quotation, but stock on hand is not validated.

Third Parties List Window (Customers):

Provides the list of customers used in the selector of this window.

Third Parties List Window (Employees):

Provides the list of employees used in the selector for the person who quotes.

Usage Recommendations

Always verify the third parties

Before adding products, make sure that both the customer and the employee who quotes are correctly selected. Check that the fields do not have a red background, which would indicate nonexistent codes.

Use the magnifying glass search when you do not know the codes

If you do not remember the exact code of a customer or product, use the magnifying glass button to search by name. It is more practical and prevents typing errors.

Take advantage of the freedom to quote without stock on hand validation

You can quote products that are not yet in the warehouse or quantities greater than the current stock on hand. This is useful for:

  • Quoting products that will be purchased specifically for the customer.
  • Quoting products that will be produced to order.
  • Preparing commercial proposals without limitations of current stock.

But remember to validate stock on hand before converting into a sale

When the customer accepts the quotation and converts it into a Sales Invoice, the system WILL validate stock on hand. Make sure the products are available before finalizing the sale.

Add products accurately

Carefully check the quantities and prices before adding each product. Although they can be edited later (if the document is not finished), it is more efficient to do it correctly from the start.

Edit directly in the grid

Take advantage of the double-click functionality to edit quantities, values and IVA directly in the central grid. It is faster than deleting and re-adding products.

Review the totals before saving

Make sure the Subtotal, Discount, and Quotation Total correctly reflect the offer. These values will be the ones presented to the customer.

Carefully decide between finishing now or later

  • Choose "Finish later" only if you really need to continue editing later.
  • Choose "Finish now" only when the quotation is complete and ready to send.
  • Remember that once finalized, it cannot be edited.

Print the quotation for the customer

Once finished, print the quotation to send to the customer as a formal proposal.

Do not finalize prematurely

If you have doubts about any product, quantity, or price, it is better to save with "Finish later" and review before definitively sending the quotation.

Document special conditions

Use the quotation notes to record:

  • Validity period of the offer.
  • Proposed payment conditions.
  • Estimated delivery times.
  • Warranties or services included.
  • Any other relevant commercial condition.

Quote to multiple customers

You can create separate quotations for different customers, adjusting prices and conditions according to each case.

Quickly convert accepted quotations

When a customer accepts a quotation, convert it immediately into a Sales Invoice to formalize the sale without losing time or information.

Follow up on pending quotations

Use the window "Customer Quotation List" to identify quotations that have not yet been converted into sales and require commercial follow-up.

Train the sales staff

Make sure all salespeople understand how the system works, the automatic validations, and the difference between a quotation (without stock on hand validation) and a sale (with stock on hand validation).

Analyze the effectiveness of quotations

Periodically review how many quotations are converted into sales to evaluate the effectiveness of commercial proposals and adjust pricing strategies.

Kardex Tauro - Professional Inventory Management System

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